Managing Cash on Delivery (COD) Payments
How to set up and process cash on delivery in AskBiz POS — configuring COD as a payment option, recording driver collections, reconciling cash at the end of the day.
Key Takeaways
- COD orders are flagged on the driver's delivery list — the driver collects payment at the door before handing over the goods.
- Drivers submit their COD collections at the end of each shift, which reconciles against the expected total in AskBiz.
- COD reconciliation is logged in the Audit trail, giving you a clear record of every collection.
Enabling cash on delivery
Go to POS > Logistics > Settings > Payment Methods. Enable Cash on Delivery. Set any restrictions: maximum COD order value (to limit your risk on unverified customers), eligible zones (perhaps only within city limits where collections are easy to reconcile), or eligible customer types (e.g. only existing customers with a track record). Once enabled, COD appears as a payment option when creating delivery orders — the operator selects it instead of collecting payment upfront.
How COD orders appear to the driver
In the driver's app, COD deliveries are marked with a cash icon — visually distinct from prepaid orders. The order detail screen shows the amount to collect in large, clear text: 'Collect: £47.50'. Before the driver taps Delivered, the app prompts them to confirm collection: 'Confirm you received £47.50 from the customer?' The driver selects Yes (or logs the actual amount received if the customer gave a different amount — the app handles the difference as change or a discrepancy). The payment is logged against the delivery record immediately.
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Start for free →Giving change for COD
Drivers carrying COD deliveries need float money to give change. At the start of the shift, issue each COD driver a float — record this in Logistics > COD Reconciliation > Issue Float and enter the driver's name and float amount. The driver uses this float to give change during their run. When calculating end-of-shift reconciliation, the expected cash balance = float + total COD collections. This is the amount the driver should physically hand over when they return to depot.
End-of-shift COD reconciliation
When the driver returns, go to Logistics > COD Reconciliation and open their shift record. AskBiz shows: Float Issued + COD Collected (sum of all COD amounts recorded in the app) = Expected Cash Returned. The driver hands over their cash. Count it and enter the actual amount. If it matches expected, mark as Reconciled. If there's a discrepancy (a customer underpaid, a recording error, or — worst case — driver misappropriation), record the discrepancy and investigate. All reconciliation records are logged in the Audit trail.
COD and your accounts
COD revenue is recorded at the point of collection — when the driver marks the payment confirmed in the app. This differs from upfront payment orders, which are recorded at time of sale. For your accountant, COD revenue needs to be included in the correct reporting period. AskBiz's daily sales reports show COD and prepaid revenue separately, making the categorisation clear. Ensure your accountant knows how COD works in AskBiz so they can account for it correctly, particularly at period end when some COD orders may be In Transit.